Manage user and team access to segments

To manage which users in your account can view or make changes to segments, you can customize access settings for each segment. By configuring access rules, you can limit which users and teams are able to view or edit a segment.

To further control which segments a team can access, you can also assign segments to specific teams and limit membership to records owned by the selected teams.

Set view and edit access for a new segment

To customize access when creating a new segment:

1. In your HubSpot account, navigate to CRM > Segments.
2. Create a segment.
3. Click Review and save in the top right. If you have access to the Enhanced Segment Builder Experience (BETA), click Next.
4. In the right panel, click the Access tab. 
5. To prevent all non-admin users from being able to view or edit the segment, select Private. The segment will only be accessible to the segment's creator and Super Admins.
6. To allow all users to view and edit the segment, select Everyone can view and edit. This option is selected by default for new segments.
7. To specify which users and teams can view or edit the segment, select Specific users and teams. On the Teams tab, you can manage team access. To manage individual user access, click the Users tab. 
   
   • To update access for an individual user or team, click the dropdown menu next to their name, then select View and edit or No access.
   • To update access for multiple users or teams, select the checkboxes next to their names, then click Update access in the header row. Select either View and edit or No access.
8. Click Save and process segment.

Manage view and edit access for existing segments

To set which users and teams can access individual segments after they're created:

1. In your HubSpot account, navigate to CRM > Segments.
2. Select the checkboxes of the segments, then click Manage access at the top of the table. If you've selected multiple segments, the same access will be set for them.
   
3. To prevent all non-admin users from being able to view or edit the segment, select Private. The segment will only be accessible to the segment's creator and Super Admins.
4. To allow all users to view and edit the segment, select Everyone can view and edit. This option is selected by default for new segments.
5. To specify which users and teams can view or edit the segment, select Specific users and teams. On the Teams tab, you can manage team access. To manage individual user access, click the Users tab. 
   
   • To update access for an individual user or team, click the dropdown menu next to their name, then select View and edit or No access.
   • To update access for multiple users or teams, select the checkboxes next to their names, then click Update access in the header row. Select either View and edit or No access. 
6. Click Save to confirm.

Assign segments to teams and limit membership based on ownership

To restrict access to a segment's records to a specific team, you can specify that records matching an active segment's criteria will only be included in the segment if they are either owned by or shared with the assigned team. For static segments, you can assign segments to teams during their creation.

Turn on the setting to limit segment membership to team-owned only

To turn on the setting to limit the segment's records to only team-owned:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Objects > Segments.
3. In the Control which records join a segment when assigned to a team section, click the dropdown menu and select Only records the creator team owns. 
4. If you also want to include records without an owner, select the Unassigned records checkbox.

Assign segments to teams

Once you assign a segment to a team, records will only be added to the segment if they meet the segment's criteria and either:

• The record's owner is a member of the assigned team.
• An assigned user/team had access to the record shared with them.

For example, the segment below is assigned to the Sales Team, which means only records that are located in Boston and are unassigned, owned by a Sales Team member, or shared with the Sales Team will be included in the segment.

1. In your HubSpot account, navigate to CRM > Segments.
2. Create a segment.
3. In the left panel, click the Team owner dropdown menu and select a team. 
4. Finish setting up your segment, then click Save and process segment. If you have access to the Enhanced Segment Builder Experience (BETA), click Next.

To assign existing active segments:

1. In your HubSpot account, navigate to CRM > Segments.
2. Select the checkboxes of segments to assign, then click Assign teams. If you've selected multiple segments, the same team will be assigned to them.
3. In the dialog box, select a team.
4. Click Assign Segments to confirm.

Learn more about setting up segment criteria.